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Minutes of January 26, 2012, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF JANUARY 26, 2012, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:00 p.m. in the large meeting room at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Robert Bergman; Julie Wilson; and Anthony Oliver. Interim Library Director: Marilyn Boria.

 

Public Comments:

Jerry Elliott – Questioned the recent Levy and Budget and Appropriations Ordinances. Stated his opinion that they were not workable and that something should be done to correct the situation. He presented a document to be placed in the library’s records. Marilyn Boria stated that she would get back to him to discuss his concerns.

 

Shari Baum – Urged the board to settle with former director Beverly Holmes Hughes at tonight’s meeting.

 

Dan Nagel – Reminded the board of the recent changes to the Illinois Open Meetings Act requiring all trustees to undergo training with respect to that law.

 

President Joan Roth closed public comment.

 

Minutes of December 8, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the December 8, 2011, board of trustees regular meeting. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver – Yes, Wilson – Abstains (not present at the December 8, 2011, meeting). Motion carried.

 

Minutes of December 8, 2011, Board of Trustees Closed Meeting:

 

Motion: To approve the minutes of the December 8, 2011, board of trustees closed meeting. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver – Yes, Wilson – Abstains (not present at the December 8, 2011, meeting). Motion carried.

 

Correspondence:

None.

 

 

Financial Report:

 

Dan Herkes reviewed the unrestricted and restricted funds reports and the operating budget revenue and expenditure statements. He also reviewed his written report as treasurer. He explained that there was an account holding grant funds - the library’s “Illinois Funds” bank account – which he and Marilyn Boria had only recently became aware of, and consequently the information on that account was appearing on the financial report for the first time in recent months. Art Morrical had several concerns and questions concerning this account, and Marilyn Boria agreed to address those issues with him at his convenience. Dan Herkes explained the process of making the bond payments. He also reviewed the list of recent checks that have been paid. Anthony Oliver expressed his desire for additional information concerning the revenue and expenditures which Marilyn Boria stated she could easily provide for him. Anthony Oliver reminded Joan Roth of his previous request for copies of various emails which Joan stated she would give to him.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Bob Bergman. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Library Report:

 

Marilyn Boria presented a written report and reviewed the items covered in that report.

 

Committee Reports:

 

Anthony Oliver presented a written report and reviewed the items covered in that report. There was some discussion among the trustees of these issues and appropriate follow-up actions.

 

 

OLD BUSINESS:

 

Update on Search for New Director:

 

Marilyn Boria presented a written update and reviewed that update with the board. Anthony Oliver expressed his opinion that all trustees should be involved in the process of reviewing applicants.

 

 

 

 

 

NEW BUSINESS:

 

Approval of Revised Health Insurance Policy:

 

Marilyn Boria presented a written Memorandum proposing changes to the library’s employee health insurance policy.

 

Motion: To approve a revision to the Health Insurance Policy as follows. The library will offer health, dental, and life insurance to all staff members scheduled to work at least 45 hours every pay period. These employees shall use, or refuse, the plan offered by the library. The library will pay a portion of the cost of these plans with the amount to be determined by the board annually. The library will administer access to the plan, at no expense to the library, for dependents or others enrolled through an employee, in accordance with the health plan policy. Motion by Dan Herkes, 2nd by Bill Durrenberger. There was some discussion among Marilyn Boria and several trustees. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Approval of 2012 Health Insurance Costs:

 

Marilyn Boria presented a written Memorandum proposing the health insurance costs to be paid by the library and by the employees.

 

Motion: To approve 2012 health insurance expenditures of $550 for each employee on the health insurance plan. Motion by Bill Durrenberger, 2nd by Dan Herkes. There was some discussion among Marilyn Boria and several trustees, with Marilyn explaining the background and details and the staff’s involvement in the process. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Abstains, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Approval of Job Description for Assistant Director:

 

Marilyn Boria presented a written Memorandum and an accompanying Position Description concerning a new staff position of Assistant Director.

 

Motion: To approve a revised job description (see attached) for the Head of Adult Services, which job position will now be called Assistant Director/Head of Adult Services. Motion by Bill Durrenberger, 2nd by Dan Herkes. There was some discussion among several trustees and Marilyn Boria. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

 

 

 

Report on Changes in Open Meeting Act:

 

Marilyn Boria presented a written Memorandum explaining recent changes to the Illinois Open Meetings Act requiring all trustees to undergo training with respect to that law, and she reviewed the new requirements.

 

Closed Session to Discuss Personnel and/or Litigation Matters:

 

Motion: To go into closed session to discuss personnel and/or litigation matters. Motion by Bob Bergman, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Roth – Yes, Herkes – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

 [The seven trustees and interim director Marilyn Boria then left the large meeting room to go to the board room in the library at 7:49 p.m. The board went into closed session.]

 

[The seven trustees and interim director Marilyn Boria then returned to the large meeting room at 8:57 p.m.]

 

Motion: To go back into open session. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Approval of Mutual Release and Settlement Agreement:

 

Motion: To approve the Mutual Release and Settlement Agreement between the board and its former director Beverly Holmes Hughes. Motion by Anthony Oliver, 2nd by Julie Wilson. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Agenda Items for February 23, 2012, Board Meeting:

 

All items to be given to Bill Durrenberger or Marilyn Boria.

 

Motion: To adjourn. Motion by Dan Herkes, 2nd by Bill Durrenberger. Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 9:00 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Agenda for Board Meeting Thurs, Feb 23 Print
Library Board

NOTICE IS HEREBY GIVEN that the Board of Library Trustees of the Sugar Grove Public Library will hold a regular meeting at 125 South Municipal Drive, Sugar Grove, Illinois, on Thursday, February 23, 2012, at the hour of 7:00 p.m.  The following is the agenda for the meeting.

 

Call to order/Roll call and introduction of trustees

Public Comment – copies of written comments may be given to the board’s secretary for inclusion in the library’s public records.

Approval of the Minutes of January 26, 2012 regular session

Approval of the Minutes of the January 26, 2012 executive session

Correspondence

Review of Financial Reports

Review of the January Check Register

Library Report

Board Committee Reports

 

Old Business

2012 Board Meeting Dates – Action

Additional Old Business

 

New Business

Approval of Transfer of Funds – Action

Approval of Payment to Peregrine, Stime, Newman, Ritzman & Bruchner, Ltd. – Action

Executive session to discuss appointment, employment or compensation of a Director

Agenda Items for March 22, 2012, Board of Trustees meeting

Adjourn

 
Notice of Special Meeting Print
Library Board

NOTICE OF SPECIAL MEETING

BOARD OF LIBRARY TRUSTEES

SUGAR GROVE PUBLIC LIBRARY DISTRICT

 

NOTICE IS HEREBY GIVEN that the Board of Library Trustees of the Sugar Grove Public Library District will hold a Special Meeting at 125 South Municipal Drive, Sugar Grove, Illinois, on Saturday, February 25, 2012, at the hour of 10:00a.m.  Please note that the only item on the Board’s Agenda is an Exclusive Session.  The following is the Agenda for the Special Meeting.

 

Call to order/Roll call

Executive Session – Appointment, Employment or Compensation of Director

Adjourn

 
Minutes of December 8, 2011 Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF DECEMBER 8, 2011, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:01 p.m. in the large meeting room at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Robert Bergman; and Anthony Oliver. Interim Library Director: Marilyn Boria.

 

Public Comments:

Pat Graceffa – Read a statement – see attached. Criticized the board for past behavior and decisions and expressed concern over the future. Asked four trustees to resign.

Doug Hartman - Read a statement – see attached. Criticized the board for past behavior and decisions and expressed concern over the future. Asked four trustees to resign.

Louise Coffman - Read a statement – see attached. Questioned how the board will pay upcoming expenses. Criticized the board for open meeting act violations.

Greg Koster – Suggested that the energy being spent recently on the library’s difficulties, and the differences among people, would be better spent in some manner that can actually bring about changes to improve the library, for example, that folks so inclined should devote energy into the next library board election, and Louise Coffman’s suggestion that the board should learn the open meeting act rules better than it has in the past.

Beverly Holmes Hughes - Read a statement – see attached. Stated that she was proud of her past service to the library, wished the best for her friends in the community, and thanked those friends for their support.

 

President Joan Roth closed public comment.

 

 

Minutes of November 10, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the November 10, 2011, board of trustees regular meeting. Motion by Dan Herkes, 2nd by Robert Bergman. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Minutes of November 10, 2011, Board of Trustees Closed Session:

 

Motion: To approve the minutes of the November 10, 2011, board of trustees closed session. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes of December 1, 2011, Board of Trustees Committee of the Whole Meeting:

 

Motion: To approve the minutes of the December 1, 2011, board of trustees committee of the whole meeting. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

 

Correspondence:

Letter from Jerry and Julie Elliott.

 

Financial Report:

 

Dan Herkes reviewed the funds statement document, revenue sheet, and expenditure statement. He also read his report as treasurer. He also reviewed the list of recent checks that have been paid and sent. He then reviewed the list of checks up for approval at tonight’s meeting. Anthony Oliver objected to the board attorney’s most recent bill.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Bob Bergman. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - No. Motion carried, 5 to 1.

 

Anthony Oliver requested that the attorney provide more detail concerning his most recent bill, and Marilyn Boria agreed to contact the attorney to request that detail.

 

Library Report:

 

Marilyn Boria reviewed statistics for November 2011 concerning circulation, interlibrary loans, and related items. She also pointed out the library’s current efforts to encourage gifts of books to the library at this holiday season.

 

Committee Reports:

 

Anthony Oliver and Marilyn Boria reported on the current status of the audio/visual repairs and stated that all is working now with that item. The outside sign is still not working properly. A new part is on order. Work on this issue continues. The repair on the roof to prevent future snow from blowing into the building continues, with possible sealants and covers involved. Anthony Oliver reported on repairs to the rear staff entrance door threshold and the recent check of the HVAC system. He also mentioned the need to deal with snow removal this winter.

 

 

 

 

 

OLD BUSINESS:

 

Review of Closed Session Minutes:

 

Motion: To go into closed session under Section 2(c)(21) of the Open Meetings Act to discuss minutes lawfully closed under the Act, and also under Section 2(c)(1) of the Open Meetings Act to discuss the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the library. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Roth – Yes, Herkes – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 [The six trustees and interim director Marilyn Boria then left the large meeting room to go to another room in the library at 7:45 p.m. The board went into closed session.]

 

[The six trustees and interim director Marilyn Boria then returned to the large meeting room at 8:42 p.m.]

 

Motion: To go back into open session. Motion by Bob Bergman, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Motion: To retain the minutes of the following closed sessions as confidential, unreleased minutes: June 9 (both sessions), July 14, July 28, August 11, August 25, October 6, October 13, October 27, and November 10, all in 2011. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

NEW BUSINESS:

 

Transfer of Funds:

 

Motion: To transfer unrestricted funds from the special reserve fund to the operating fund. Motion by Dan Herkes, 2nd by Bill Durrenberger. Dan Herkes and Marilyn Boria explained that these funds of about $12,500.00 inadvertently were deposited into the special reserve bank account but are actually general operating funds and therefore should be transferred out of the special reserve bank account and into the operating fund bank account where they properly belong, all in accordance with the library auditor’s most recent audit report. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Holiday Schedule:

 

Motion: To close the library on the following dates, in addition to already scheduled closures: December 23, December 30, and December 31, and to close the library at the following times, in addition to already scheduled closures: 5:00 pm on December 27, 5:00 pm on December 28, and 5:00 pm on December 29. Motion by Dan Herkes, 2nd by Bill Durrenberger. Dan Herkes and Marilyn Boria explained methods of notifying the public of these additional closures. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Change in Normal Library Hours:

 

Motion: To close the library at 8:00 pm on Tuesdays, Wednesdays, and Thursdays, beginning the week of January 1, 2012. Motion by Dan Herkes, 2nd by Bill Durrenberger. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 

Motion: To adjourn. Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 8:53 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
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